Administrative Coordinator
Description
Administrative Coordinator
Position Summary
The Administrative Coordinator provides day-to-day administrative, operational, and coordination support to ensure the efficient functioning of the office. This role supports office operations, logistics, communication, and documentation while maintaining high standards of accuracy, organization, and responsiveness.
The position works closely with the Administrative Manager and cross-functional teams to support business operations, employee needs, and office coordination activities.
This is an on-site role requiring regular physical presence at the assigned location to support administrative execution.
Key Responsibilities:
1. Administrative & Office Support
- Provide general administrative support across departments through the Admin Service Desk and direct requests
- Manage filing systems, records, and document organization to ensure accuracy and accessibility
- Prepare and distribute routine correspondence, reports, and internal communications
- Handle incoming calls, messages, and visitor coordination in a professional manner
- Route communications and documentation efficiently within the organization
- Executes administrative and operational tasks under the direction and oversight of the Administrative Manager
2. Office Operations & Coordination
- Maintain office supplies inventory and coordinate procurement and replenishment
- Support day-to-day office operations, including errands, scheduling, and coordination tasks
- Ensure common areas, storerooms, and shared spaces are organized and well maintained
- Assist in overseeing office services, including janitorial and facility-related support
- Maintain control of office access items such as keys and shared resources
3. Logistics, Events & Travel Coordination
- Coordinate logistics for meetings, office events, and employee engagement activities
- Assist in planning and execution of internal and external events
- Arrange travel logistics including transportation, accommodation, and scheduling
- Manage bookings, vendor coordination, and event-related communications
- Support shipping and delivery processes, including preparing packages, tracking shipments, and resolving delivery issues
4. Financial & Reporting Support
- Upload invoices, receipts, and supporting documents in accordance with accounting procedures
- Maintain organized financial records and documentation for audit and reporting purposes
- Coordinate with vendors and accounting to resolve discrepancies and ensure proper documentation
- Assist with expense tracking, reimbursements, and administrative reporting
- Support preparation of basic financial summaries and forecasts as directed
5. Asset, IT & Inventory Support
- Maintain and update inventory records for office supplies and fixed assets
- Support issuance, tracking, and return of company equipment in coordination with IT
- Assist with shipment and receipt of equipment, including documentation and tracking
- Ensure proper documentation and control of company assets
6. Team & Operational Support
- Support execution of internal projects and cross-functional initiatives
- Assist in tracking timelines, deliverables, and follow-ups for assigned activities
- Provide support for employee-related needs, including onboarding coordination and general inquiries
- Assist in coordinating employee engagement activities and recognition initiatives
- Provide recommendations for process improvements and operational efficiency
7. External & Communication Support
- Liaise with vendors, service providers, and external partners as required
- Support responses to general external inquiries, including recruitment-related queries
- Assist with local communications, including social media updates or announcements when applicable
Qualifications
- Associate’s Degree in Business Administration or related field preferred
- 2–3 years of administrative or coordination experience
- Strong organizational and time management skills
- Excellent communication and interpersonal skills
- High attention to detail and ability to manage multiple tasks
- Proficiency in Microsoft Office applications
- Ability to maintain confidentiality and professional standards
Who are we?
LeadVenture is the market-leading SaaS provider of digital retailing, eCommerce, digital marketing and eCatalog solutions for dealerships across twelve industry verticals including powersports, marine, RV, pre-owned auto, agriculture and more.
Our family of brands includes Dealer Spike, ARI Network Services, Inc. (ARI), Dealer Car Search, Frazer, TCS Technologies, Net Driven, Direct Communications, Inc. (DCi), Auction123, Powersports Support, Level 5, PSM Marketing, Monroney Labels, and Interact RV.
We are an international company with offices located in the United States, Mexico (Juniper Data Center), Belize (Dealer Spike Belize), India and The Netherlands. Together, we are LeadVenture.
In this role, you will be working with our Dealer Car Search brand who leverage more than 30 years of combined experience as a leading provider of website and software solutions for independent automotive dealerships across the nation.
LeadVenture provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, LeadVenture complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training.
LeadVenture expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of LeadVenture employees to perform their job duties may result in discipline up to and including discharge.